A question of conscience: do your reports always focus on the findings that are of most interest to the reader? And are those findings easy to understand for the reader? Or are your reports unnecessarily extensive? In this article I explain the basic principles of writing a report that the reader can understand in 30 seconds*. The common thread: keep the purpose and the readers of your report in mind.
Make sure your managers don’t drown
Of course, it’s interesting that your LinkedIn posts generated 917 responses this month. Just as it is important that your homepage loads 0.85 seconds faster due to a number VP Quality Email Lists of improvements. It is also good to know that only 2.56% of the visitors to your contact page fill in the contact form. But do you really want to mention all of that in a monthly management report? I do not think so. It is better to limit yourself to the core, so that management gets a thorough picture of the trends, without getting bogged down in the details.
Avoid information overload
In my life I have seen a huge mountain of reports, advice and memos. I have written quite a few myself. As a trainer, I have helped hundreds of students to write better reports. And as director I receive a report, advice or memo every day from a colleague or from an organization with which we work. In the latter role, I became even more convinced of the importance of a report, advice or memo being immediately clear . Because every day there are many things about which I have to make balanced decisions. And then I don’t want to have to find out every time what the writer of a report, advice or memo actually wants to say.
Think about the reader and the purpose of your report
Here we immediately have a tricky point: the readers of your reports often have less time than they would like to go through your text. This means that from all the material at your disposal you should choose the information that is most important to your readers , who are often also the decision makers . And that you have to think about how you present that information in such a way that it is quickly understandable for your readers .